How To Guide on Adding Signature In Outlook Email

Including a professional Outlook signature with your emails is an excellent way to add a personal touch and share vital contact information with recipients. Whether you wish to feature your name, job title, company details, or other pertinent information, a carefully crafted signature can establish a consistent and professional appearance for your email correspondence. This guide will provide you with step-by-step instructions on how to add signature in Outlook email.

Step 1: Launch Outlook

To begin, ensure that you have a stable internet connection, and then open the Outlook application.

Step 2: Access the Signature Settings

To access the Outlook Options dialog box, start by navigating to the top navigation bar and clicking on “File.” A drop-down menu will appear, and from there, select “Options.” This will open the Outlook Options dialog box. Inside the dialog box, locate the left-hand menu and choose “Mail.” This will take you to the specific settings related to mail in Outlook.

Step 3: Create a New Signature

Under the “Compose messages” section, click on the “Signatures” button. The Outlook signature blocks window will appear.

Step 4: Add a Signature

In the signature window, click the “New” button to open the Outlook signature line and create a new one. Give it a descriptive name to help you identify it in the future.

Step 5: Customize your Signature

In the Edit Signature section, you can now compose your signature. Use the formatting toolbar to adjust the font, size, color, and style. You can add images, logos, hyperlinks, or even explore animated signature Outlook if desired. Remember to keep the signature clean and professional, avoiding excessive graphics or large file sizes that may slow down email loading times. Take a look at Outlook email signature examples if you’re unsure.

Step 6: Set Default Signature

In the “Choose default signature” section, use the drop-down menus to assign your new signature to different email accounts or message types. You can choose a specific professional email signature Outlook for new messages, replies, or forwards.

Step 7: Save and Apply

After you have made the desired adjustments to your signature on email Outlook, simply click on the “OK” button to save and implement the changes. Subsequently, you can close the Signatures and Stationery window.

Step 8: Test your Signature

To confirm the proper functioning of your email signatures for Outlook, perform the following steps: compose a new email and verify if the signature is automatically appended at the bottom of the message. If you don’t observe the expected changes, consider restarting Outlook or your computer to ensure that the modifications are applied successfully.

Step 9: Modify or Update your Signature

If you want to change an existing signature after checking out more cool Outlook signatures, you can access the Signatures and Stationery window following steps 2 and 3. Select the desired signature from the list, make the necessary edits, and click “OK” to save the changes.

Additional Tips

To check how to get signature to stay on Outlook and ensure it appears properly across different email clients and devices, keep the design simple, avoid excessive use of images or special fonts, and consider using HTML formatting instead of rich text. Also, remember to update your signature whenever your contact information or job title changes to make sure your Outlook professional email signature remains relevant.


By following these steps, you can learn how to make an email signature on Outlook. Developing a professional and consistent email signature can greatly improve your communication, strengthen your brand, and ensure that recipients have access to vital contact details, ultimately making your emails more impactful and effective.